Skilled Nursing Facilities

Completing Remote Signing

When you have documents in a packet or a single document requiring e-signature, you add signers and select the packet owner in the document manager section of the resident's chart. You can have remote signers as part of the signing ceremony.

An email and mobile number is entered for a remote signer. The remote signer is notified in an email the packet or document is ready for signing. A passcode is sent to the remote signer through SMS to enter for authentication to begin signing.

The person responsible for completing the signing ceremony is the packet owner. The packet owner is automatically assigned when the packet is generated, however can be changed if needed. For example, if one person generated the packet but another person needs to complete the signing ceremony due to an absence. This prevents the delay in completing the packet. 

You can disable a signer from the signing ceremony. After an e-signature document is generated and in pending status you can disable a signer. For example, if a signer is not available for signing or is no longer required to sign a document, you can change their status to disable. A disabled singer can be enabled before to the start of the signing ceremony.

Note

The remote signer must have an email address to receive the document(s) and a cell phone to receive a text passcode.

Warning

If the remote signer enters the passcode incorrectly three times, they are locked out. The admission coordinator must send another passcode for the remote signer to try again.

A packet owner cannot be changed after signing ceremony starts. 

  2. Select an e-Signature packet.

  3. Click Actions then select Complete.

  4. Select Packet Owner.

  5. Select Signer. 

  6. Complete signer fields as required. 

  7. Select other Signer or Next, if applicable.

  • Save and Sign is available when all signer fields are complete and you are ready to start the signing ceremony.

  • You can complete signer detail separately.

  • Select enforce signing order to arrange signers in a specific order for the signing ceremony. 

  • You can edit signer detail of an in progress packet before starting the signing ceremony.

  • The packet owner can see when a signer is locked out of the signing ceremony and reset the passcode. 

  • The packet owner can see the locked out remote signer by going to document manager on the individual resident’s chart.

  • If one or more signers are locked out, the packet is not available for in-person signing until the signers are unlocked. 

  • The security user detail first name and surname are used to define the packet owner. If the first name and surname are blank, packet owner looks to the long username. The long username must be two words separated by a space.

  • If the first name and surname and long username are blank or do not follow the rule the packet owner detail is blank.

  • Current users can only update their own user record.

  • After a packet is in-progress and the packet owner is changed, you identify the reason for audit purposes. 

  • If a signer is disabled, the disabled signer history doesn't appear on the e-sign live audit report. 

  • To avoid being automatically logged out, a warning message appears showing the time remaining. You click to continue working or click to logout.

  • The time out is based on the session time out selected in facility configuration.